Privacy Policy

This website is run by Vicky Paine, a sole trader trading as Vicky Paine Coaching. I am the "data controller" for the personal information described here.

Contact: vickypainecoaching@gmail.com

My organisation is registered with the Information Commissioner's Office (ICO) under registration reference ZC285060.

When you contact me by email: you can reach me using the email link on my website. I receive, and may keep, the email address you write from and anything you choose to include.

When you book a session: bookings are made on Calendly, a separate website. Calendly processes the booking information you enter there under its own privacy arrangements, and shares the booking details with me.

If you become a client, I may keep:

• client contact details and appointment or booking information;
• invoices, receipts and payment records;
• coaching notes relating to your goals, the actions we agree, your confidence and your progress;
• relevant correspondence by email.

These records may be held in email, Google Drive and paper files, as appropriate. I aim to keep notes relevant to the coaching work and to avoid recording unnecessary personal or sensitive details.

When you visit the website: like all websites, the servers that deliver these pages automatically receive technical information such as your IP address, browser type and the pages you visit.

Free resources on the Resources page can be downloaded without giving any personal information.

I use your personal information only for coaching, bookings and business administration. I do not use it for promotional marketing, and I do not send newsletters.

The lawful bases I rely on are:

• taking steps at your request before entering into a coaching agreement – for example, replying to your enquiry and arranging a conversation;
• performing a contract – when I provide the coaching, workshop or speaking services you have agreed to;
• complying with legal obligations – including applicable financial record-keeping requirements;
• legitimate interests – where appropriate, such as operating and securing my website and business.

These bases cover the ordinary information described in this policy. They do not automatically cover health information or other "special category" data, which needs an additional condition under UK GDPR.

My coaching notes focus on your goals, the actions we agree, your confidence and your progress. I do not deliberately record specific health information, such as a diagnosis or medication, unless it is genuinely necessary. This approach does not by itself remove every obligation that applies to special category data.

If I ever need to process special category information about you, I will first establish an appropriate lawful basis and the additional legal condition that applies.

I do not sell your information.

A cookie is a small text file that a website places in your browser. A fresh check of the published website in October 2026 found two cookies, and found no visitor-analytics scripts and no analytics cookies. Both cookies are set by the services that host and deliver the site rather than by me.

• __cf_bm – provided by Cloudflare, the network that delivers this website, to help distinguish legitimate visitors from automated bots. It usually lasts around 30 minutes.
• __dpl – provided by Lovable, which hosts this website. The cookie lasts for 24 hours. Its exact purpose has not been confirmed in Lovable's official documentation.

The site also uses your browser's session storage to remember where you had scrolled, so that you return to the same place on a page when you move between pages. This is stored under the name tsr-scroll-restoration-v1_3, and it is removed automatically when you close the browser tab.

The website does not use Google Analytics, Google Tag Manager, Meta Pixel or advertising scripts, and the fresh check of the published website found no visitor-analytics scripts and no analytics cookies being set.

Both cookies appear to be used for essential website delivery or security rather than to build a profile of you or to show you adverts. Because the precise function of __dpl has not been confirmed, I cannot say definitively whether a cookie consent banner is or is not legally required for this website.

The website's fonts are provided by Google Fonts. When a page loads, your browser connects to Google's servers, which receive your IP address as part of normal web traffic.

I use a small number of trusted services to run my business. Each one receives only what it needs, and only for the purpose described below.

• Lovable – hosts this website.
• Google Gmail – where I receive and store emails and enquiries.
• Google Drive – where I store digital client records.
• Google Meet – used for online coaching sessions.
• Calendly – used for bookings.
• Google Fonts – provides the website's typefaces.
• My accountant – may receive invoices and financial records where these are needed for accounting and tax purposes.

Some of these providers process information outside the UK, for example in the United States. Google, which provides Gmail, Drive, Meet and Fonts, is certified under the UK Extension to the EU–US Data Privacy Framework, which the UK Government has recognised as adequate for transfers to the United States. Calendly stores data in United States data centres and includes Standard Contractual Clauses and the UK Addendum in its data processing agreement. Lovable has confirmed in writing that it relies on the EU Standard Contractual Clauses in its arrangements with its own service providers to safeguard applicable international transfers, and that its published Privacy Policy describes the transfer mechanisms it uses. Lovable's response did not confirm the exact countries where this website's information is processed, which providers handle particular types of data, or how long each type is kept, so I have not described those details here.

I will only otherwise share your information if the law requires me to.

I do not keep personal information for longer than necessary.

• Enquiries that do not lead to coaching – I normally delete these after 12 months, unless there is a good reason to keep them for longer.
• Client contact details and coaching notes – I review these when coaching ends and securely delete them when they are no longer needed for legitimate business or legal purposes.
• Financial records – I keep invoices, receipts and other financial records for the period required by applicable law and HMRC.

When information is no longer needed, I delete it securely.

I treat everything you share in coaching, and the personal information I hold about you, as confidential.

Confidentiality is not absolute. I may need to disclose information if I am required to do so by law, or where I have a serious concern about your safety or the safety of someone else.

Where it is appropriate and safe to do so, I will discuss the position with you before making any disclosure.

My coaching services are currently intended primarily for adults. If I decide to offer services to anyone under 18 in the future, I will first review my safeguarding arrangements, consent procedures and privacy information.

Under UK data protection law you have the right to:

• ask for a copy of the information I hold about you;
• ask me to correct information that is wrong or incomplete;
• ask me to delete your information;
• ask me to limit how I use it, or object to my using it;
• ask for your information in a format you can take elsewhere.

To make a request, email vickypainecoaching@gmail.com. I will reply within one month. There is usually no charge.

I take reasonable steps to protect your personal information. These include using a password-protected computer, keeping paper records stored securely, using password-protected accounts and cloud services, and enabling two-step verification on my email and other important accounts where it is available. This website uses a secure (https) connection.

No system is completely secure, so I cannot promise absolute security. I keep these measures under review.

If you have a concern, please contact me first and I will do my best to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

If I update this policy, I'll post the new version here with a new "last updated" date.